Use this screen to review standard bills that have been generated by the Calculate Standard Bills screen. You can use this screen to make adjustments to retainage and over ceiling amounts before printing and posting the bills. These bills have been formatted per your specifications in screens such as Manage Generic Billing Formats and Manage Project Billing Information. Make adjustments to billed amounts on the Adjust Open Billing Detail Records screen or the original source.
When editing your bills, you must observe certain rules and conditions. The Allow User to Edit Bills check box, on the Setup Information tab of the Manage Project Billing Information screen, must be selected.
When editing your bills, you cannot add additional billing lines; you can modify only existing lines produced by the Calculate Standard Bills computations. Complete modifications on this screen's Detail subtask. The fields available for edit vary, depending on the line type. For example, if the line type is Cost, the Pool Number and Pool Rate columns are available. Editing is also restricted to the parent, or actual, bill; you cannot modify supporting or backup-only bills. However, edits "cascade" from the parent or actual bill into the supporting or backup when you perform the recalculation on the Detail subtask. Any modifications that are made to direct amounts do not automatically flow to the burden or fee amounts; you must modify these amounts manually. After making your edits, recalculating the bill on the Detail subtask modifies the fields in the Invoice Amount Due group box on the Totals tab. The optimum method of editing bills is to make your modifications on the Adjust Open Billing Detail Records screen or in the original source before calculating bills. This ensures that all calculations are performed.
In the header of the screen, basic information such as project, customer, invoice number, invoice date, billing period, due date, and amount are provided. The lower part of the screen provides detail by billing line for items such as quantity, rate, current and ITD amounts, and Ceilings.
After you view and, if necessary, modify your standard bills, you can print and post them using the Print Standard Bills and Post Standard Bills screens, respectively. You can also use the Manage Standard Bills screen to modify the status of your bills. You can print your bills while they are in an Unselected or Selected Status, but only Selected bills can be posted.
Costpoint Multicurrency users have additional columns and subtasks to allow for easy use of multicurrency billing. Multicurrency amounts are not calculated for hold, remaining, or write-off amounts. These amounts are calculated only in your company's functional currency.
Use this screen after you run the Calculate Standard Bills screen, but before you print the final bills. Note that this screen is not mandatory, but is recommended as part of your internal quality control procedures.
This screen has four tabs:
Standard Billing Info — Use this tab to view an invoice summary and information on the posting of the bill. You cannot edit this tab if the Allow User to Edit Bills check box is cleared on the Setup Information tab of the Manage Project Billing Information screen, you can change only the header of the actual bill.
Header — Use this tab to view an invoice summary, and information on the posting of the bill.
Totals — Use this tab to view the invoice totals, retainage, sales tax, and customer funding responsibility percentage. You can also modify the other charges.
Addresses — Use this tab to review and modify the bill-to and remit-to addresses that appear on the bill.
Use these non-editable fields to review the project and customer information. The system populates the fields in this block when the Calculate Standard Bills process is executed and a record for this project and customer is produced. The project descriptions and customer name automatically display.
Use this block after you run the Calculate Standard Bills process but before you print the final bills.
After you have viewed and, if necessary, edited your standard bills, you can print and post them using the Print Standard Bills and Post Standard Bills screens, respectively. You can also use the Manage Standard Bills screen to change the status of your bills. You can print your bills while they are in an Unselected or Selected Status, but only Selected bills can be posted.
This non-editable field displays the project you are billing. Click 
and select the bill you want to review. You cannot add new bills in this screen; only existing bills that have been generated using the Calculate Standard Bills screen can be accessed. The non-editable field to the right displays the project description.
This non-editable field displays the customer established on the Manage Project Billing Information screen. The non-editable field to the right displays the description of the customer.
This field displays the group description of this bill line. These groups appear on the bill as separate subtotals. The groups are defined on the Manage Generic Billing Formats screen or, if a 1035 format is specified, the function code (labor, non-labor, etc.) of the account group for this project determines the group description.
When establishing a T&M bill on the Manage Generic Billing Formats screen, place the Hours group before the Cost group so that the bill is formatted correctly.
If you see a Group Description of Other, this indicates a design or other error and should be investigated. Highlight the line with the Group Description of Other and open the Detail subtask. This assists you in analyzing the cause of the problem. Review the accounts, orgs, pool amounts, and fees that exist on the Other line and check to see that they have been properly set up in the billing format.
Lines with a Group Description of Withholding or Withholding Release represent the total withholding amount and the total withholding release amount for a standard bill that was calculated for the specified fiscal year, period, and subperiod for this project in both the functional and billing currencies.
This field displays the line description of this bill line. Billing lines with the same group description comprise a group. The lines are defined on the Manage Generic Billing Formats screen or, if a 1035 format is specified, the account name determines the line description.
This field displays the line type for this bill line. The line types determine how the costs are presented on the bill. On T&M projects, the Hours line type is used for labor while the Cost type is used for costs. On Non-T&M projects, the Cost line type is used for costs and the Units type is used for units.
This field is used only if the Line Type is Hours or Units. If the Line Type is Hours, this field displays the number of hours by labor category by rate. If the Line Type is Units, this field displays the number of units by unit type.
This field is used only if the Line Type is Hours or Units. The amount displayed represents either per hour or per unit rate, depending on the Line Type.
This field displays the Hours or Units rate in the billing currency for this invoice.
This field displays the amount that is printed in the Current Amount column of the bill. For Hours and Units line types, the amount is the Quantity times the Rate. For Cost line types, this field is the total of the transaction amounts of the accounts that have been assigned this bill line. This column is in functional currency. This amount is always posted to the Billing and Accounts Receivable history tables even if the billing currency is in a currency other than functional.
This field displays, in the billing currency, the amount that is printed in the Current Amount column of the bill. For Hours and Units line types, the amount is the Quantity times the Billing Currency Rate. For Cost line types, this field is the total of the billing currency transaction amounts of the accounts that have been assigned this bill line.
This field displays the sales tax applied to this line amount.
This field displays, in the invoice's billing currency, the sales tax applied to this line amount.
If the Line Type is Hours, this field displays the number of inception-to-date hours. If the Line Type is Units, this field is used to display the number of inception-to-date units. This field is used only if the Line Type is Hours or Units.
This field displays the amount that is printed in the Cumulative Amount column of the bill. For Hours and Units line types, the amount is usually the Quantity times the Rate. For Cost line types, this field is the total of the inception-to-date transaction amounts of the accounts that have been assigned this bill line.
This field displays the amount, in this invoice's billing currency, that is printed in the Cumulative Amount column of the bill. For Hours and Units line types, the amount is usually the Quantity times the Billing Currency Rate. For Cost line types, this field is the total of the inception-to-date billing currency transaction amounts of the accounts that have been assigned this bill line.
This column displays previously billed tax amounts in functional currency.
This column displays previously billed tax in billing currency.
These exposed fields are used by Costpoint web services to connect a third-party application to your Costpoint Billing tables.
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Subtask |
Description |
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Exchange Rate |
Click this link to open the Exchange Rates subtask. |
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Detail |
Click this link to open the Detail subtask, where you can review and edit the individual transactions lines that make up the overall bill. This subtask is very useful for analyzing transactions that make up line totals on the bill. The Customs Info subtask is available from this subtask. |